State of Wisconsin Department of Health Services

HISTORY

The policy on this page is from a previous version of the handbook. 

21-05 Version of 2.1.1 Initial Certifications (Applications)

7 CFR 273.2(d)

Local agencies must encourage individuals to file an application or set a filing date for FoodShare on the same day they express an interest in FoodShare or concerns about food insecurity. Local agencies must not discourage individuals from applying for FoodShare if their application or benefits for another program have been denied or terminated. In this situation, the local agency shall encourage the individuals to continue with the FoodShare application process.

2.1.1.1 Application Forms

Wisconsin provides an online application for FoodShare through ACCESS Apply for Benefits. The ACCESS application can be found at access.wi.gov.

The paper application for FoodShare has been developed for use when the CARES system is unavailable. It can also be given to applicants who request a paper application form and for SSASocial Security Administration staff when they accept applications from individuals where all household members are applying for or receiving SSISupplemental Security Income. The form can be found in the FoodShare Forms library on the Eligibility Management website and is available in the following formats:

• FoodShare Wisconsin Registration Form (F-16019A) includes the Registration Form and Important Information.
• FoodShare Wisconsin Application Form (F-16019B) includes the Registration Form, Important Information (Part 1) and the Application Form (Part 2).

Registration Form: This section will be completed by the applicant and must include the minimum information (name, address, and signature). This section of the form is designed to be separated from the other sections so that it can be mailed, faxed, or hand-delivered to the agency to set the FoodShare application filing date. This form can also be used to determine eligibility for expedited services if completed beyond the minimum information (such as, name, address, and signature).

Important Information Form: This section describes the applicant or member's rights and responsibilities. It is designed to be separated from the Registration and/or the Application Form so that the applicant or member can keep this information for their records.

Application Form: This section gathers the information necessary to determine FoodShare benefit eligibility. It is designed to be separated from the other sections so that it can be submitted to the agency.

2.1.1.2 Application Process

A new application for FoodShare benefits is required whenever an individual or family makes a request for FoodShare benefits and:

1. They have not received FoodShare benefits in Wisconsin in the current or past month, or
2. They have received FoodShare benefits, but benefits have been denied/terminated beyond the calendar month following the month of closure.

Note	FoodShare assistance groups with zero FoodShare benefits in their initial benefit month and a FoodShare allotment greater than zero in the second month will be certified for 12 months beginning with the application month.

The FoodShare application process includes:

1. Submitting an application in one of the following ways:
   1. Submitting a signed RFARequest For Assistance following the client registration process,
   2. Submitting a FoodShare request with at least the minimum information required (that is, name, address, and signature) using the FoodShare Registration or Application forms (F-16019A or F-16019B),
   3. Completing an ACCESS application with an electronic signature, or
   4. Completing a request over the phone using a telephonic signature (see Section 2.1.4.4.1 Telephonic Signatures).
2. Completing an interview (see Section 2.1.3.5 Telephone Interviews),
3. Verifying certain information (see Section 1.2.1 Verification Introduction),
4. Resolving any identified EPPError Prone Profiles (see Process Help, Section 70.1 Error Prone profile (EPP)), and
5. Confirming the FoodShare eligibility determination in CARES (see Section 2.1.7 Confirming the FoodShare Eligibility Determination in CARES).

Assistance completing the application process (for example, providing an interpreter, meeting disability needs, etc.) must be provided at no cost to the applicant.

Important Note

The agency should not create an RFARequest For Assistance and also have the applicant apply online or by phone. The agency may only require one signature for an application regardless of how the application was submitted. The application should be submitted one way or the other, but not both. Submitting duplicate applications only delays application processing and benefit issuance.

2.1.1.3 Reserved

2.1.1.4 Setting the Filing Date

An applicant must provide the minimum information necessary in order to set a FoodShare filing date. This includes name, address, and signature. Local agencies must encourage applicants to file an application or set a filing date for FoodShare on the same day they express an interest in FoodShare or indicate food insecurity. If an applicant chooses not to set a filing date the same day that they contact the agency, the FoodShare application (F-16019A) must be provided if they request it.

The filing date is set the same day, or the next business day if received after the regularly scheduled business hours, when the agency receives one of the following:

• A signed signature page printed from CARES during the registration process
• A signed one-page application registration form (F-16019A)
• A signed FoodShare Wisconsin application form (F-16019B)
• A signed faxed registration and/or application form
• A request is made and a telephonic signature is provided (see Section 2.1.1.4.1 Telephonic Signature)
• An ACCESS application containing an electronic signature
• A late FoodShare ACCESS renewal – a renewal with a submission date in the renewal month, but received by the agency in the month following renewal due
• A signed PPRF received in the month following renewal due month
• A signed CWW generated application or case summary

Note

ACCESS uses the CARES holiday schedule on the CARES Mainframe table TDHY when setting the filing date for holidays. Agencies may be closed on some days that are not CARES holidays such as the day after Thanksgiving, Veteran’s Day, and Christmas Eve. ACCESS submissions will have filing dates set on these days even though the agency may be closed. When processing these requests, IM workers should update the filing date to the next business day for their agency and document in case comments that the agency was closed on that date.

An applicant may verbally request FoodShare but must also provide a signature through one of the formats listed above in order to set a filing date.

Note	The agency may not certify a FoodShare assistance group for benefits without a signed application on file, and a signed application may be any of the above listed.

 

Example 1

A FoodShare case has been open since March. The 12-month renewal was due by February 28. The member did not complete an interview in the renewal month. It is now March 3, and the member is calling to complete the interview and renewal. In this scenario, the member would need to reapply for FoodShare, and benefits would be prorated from the date the member provided a signature setting the new filing date (see Section 2.1.1.4.1 Telephonic Signature). This case would also require an evaluation for expedited services (see Section 2.1.4 Expedited Service at Application).

The FoodShare Application Registration Form can be used when:

• An applicant comes into the agency, requests FoodShare, but cannot stay to complete the Client Registration process in CWWCARES Worker Web,
• The agency does not have sufficient time or personnel to complete client registration process before the office closes to the public, or
• An applicant calls to request FoodShare and there is insufficient time to complete the telephonic signature before the office closes to the public, or the applicant does not want to complete a telephonic signature and requests a form to be mailed to them.

This procedure was established to ensure applicants have the opportunity to set a filing date the first day they contact the agency. In some instances, the applicant may request to take this form or a FoodShare Application with them. These materials should be made available for the applicant to take. However, it is important for the agency representative to explain the importance of setting the filing date, how it is set, expedited benefits, and verification policies.

The agency should always attempt to set the filing date the same day of contact with the applicant.

In order for the application to set the filing date, the signature must be valid. Signatures can be collected in writing, telephonically, or via ACCESS. To be considered valid, the signature must be completed by an adult household member, an authorized representative, emancipated minor, or by a minor that does not have someone exercising parental authority over them. If an application is signed by a minor and it turns out that someone has parental authority over them, a new signature would be required and the date upon which the new signature is collected would establish a new application filing date. Be sure to ask about all individuals living in the home during the interview. Do not approve eligibility if there is a parental authority living with the minor, until a valid signature is obtained.

2.1.1.4.1 Telephonic Signatures

7 CFR 273.2(c)(2)

An applicant may verbally request FoodShare and sign an RFARequest For Assistance or application by providing a telephonic signature. A telephonic signature is the same as a written or electronic signature and it sets the filing date for FoodShare.

Applicants must attest that the information they provided is complete and accurate when providing their telephonic signature. A case summary must be sent to the applicant following the interview but does not require a signature unless changes are made to the summary. The applicant will have 10 days to notify the agency if corrections are needed.

The agency must have Call Center Anywhere (CCA) or Genesys in order to record a telephonic signature. A copy of the case summary showing that a telephonic signature was collected is stored in the electronic case file. The IM worker must record the signature in CCA or Genesys.

Only one signature is needed for an application request. If a telephonic signature is completed through the CWW client registration process (or a signature is collected through an ACCESS or paper application), a second signature should not be collected when processing through the Generate Summary page in CWW.

2.1.1.4.2 Faxed Application Registrations

7 CFR 273.2(c)(1)

IM agencies should accept faxed application registrations to initiate the application process and set the filing date. No benefits should be issued, nor should any final determination of an applicant's eligibility be made until an interview is completed. Faxed application registrations received on weekends, holidays, or after hours should be considered received on the first working day following receipt of the application registration.

2.1.1.4.3 Application Registrations at the Wrong Agency Consortia

7 CFR 273.2(c)(2)(ii)

As of June 15, 2009, FoodShare applicants are no longer required to apply for assistance in the county in which they reside. The filing date for FoodShare will be set wherever an application is submitted, regardless of whether the applicant submits the application in the county in which they reside. In January of 2012, IM program administration was taken over by Milwaukee Enrollment Services (MilES), tribal agencies, and 10 consortia groups made up of local county agencies. Each consortium has a call/change center that is responsible for processing and updating cases for all agencies within the consortium.

When an ACCESS application or RFARequest For Assistance is submitted to the wrong consortia, the consortia that received the application or RFARequest For Assistance should transfer it to the correct consortia inbox the same day that it is submitted to allow the consortia time to review for potential expedited service. The filing date will not be reset when the application or RFARequest For Assistance is transferred.

Mailed or faxed applications received by the wrong consortia should be entered into CARES and then transferred to the correct consortia for processing.

2.1.1.5 SSA Participation in FoodShare Applications

7 CFR 273.2(k)

Currently, SSA does not participate in a joint FoodShare application process.

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Publication Number: P-16001